MPO Technical Committee

JOINT MPO TECHNICAL COMMITTEE & NMDOT AGENDA December 10, 2015 10:00 a.m. Council Chambers Bloomfield City Hall 915 North First Street Bloomfield, New Mexico  AGENDA FARMINGTON METROPOLITAN PLANNING ORGANIZATION JOINT TECHNICAL COMMITTEE & NMDOT MEETING December 10, 2015 10:00 AM This meeting will be held in Council Chambers at Bloomfield City Hall, 915 North First Street, Bloomfield, New Mexico. ITEM PAGE 1. Call meeting to order 2. Approve the minutes from the November 5, 2015 Technical Committee 10 meeting. 3. Receive a report on the FFY2016 PL and FTA 5303 Work Authorizations 1 Presented by: Fran Fillerup 4. Receive a TIP Status Update Report 5 Presented by: Fran Fillerup 5. Receive a report on an amendment to the Public Participation Plan (PPP) 6 Presented by: Fran Fillerup 6. Information Items: 9 a. MPO Quarterly b. Pedestrian Facility Design Course c. Other Presented by: Fran Fillerup 7. Joint Meeting Discussion Items and Additional Reports from NMDOT a. US 64 – Phase 5 Discussion b. Communication & Project Management Concerns c. Status of NMDOT Representation on FMPO Policy Committee d. Additional Update from District 5 (David Quintana) e. Additional Update from the Planning Division (Brian Degani) 8. Business From Chairman, Members, and Staff 9. Business from the Floor 10. Adjournment ATTENTION PERSONS WITH DISABILITIES: If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact the MPO Administrative Aide at the Downtown Center, 100 W Broadway, Farmington, New Mexico or at 505-599-1466 at least one week prior to the meeting or as soon as possible. Public documents, including the agenda and minutes, can be provided in various accessible formats. Please contact the MPO Administrative Aide if a summary or other type of accessible format is needed.  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #3 Subject: FFY2015-2016 Work Authorization Update Prepared by: Fran Fillerup, MPO Associate Planner Date: December 3, 2015 BACKGROUND or PREVIOUS WORK  The MPO prepared its FFY2015-2016 Budget based on initial funding estimates from NMDOT for FHWA PL and FTA 5303.  Work Authorizations now provide official amounts for PL and 5303 funding. CURRENT WORK  The MPO is receiving a base amount in federal PL funding of $198,000 + $32,742 in local match for a total of $231,742.  MPO staff has requested a carryover amount of $5,855.22  The MPO received federal FTA 5303 funding of $56,276 + local match of $14,069 for a total of $70,345 that will cover transit activities from October 1, 2015 to September 30, 2016.  FTA updated the MPOs Award Letter from July 1, 2015 to the end of the 2015 FFY in the amount of $84,413.94  MPO staff has requested a 5303 carryover amount of $48,182.82 into FY2016. ANTICIPATED WORK  MPO Staff prepared amendments to the UPWP to reflect these new funding totals for recommended approval at the January 2016 Technical Committee meeting. ATTACHMENTS  The FFY2016 PL Work Authorization Letter  The FFY2016 FTA 5303 MPO Award Letter INFORMATION ITEM  This is an informational report only. 1  Work Authorization/Notice to Proceed Susana Martinez Governor October 1, 2015 Tom Church Ms. Mary Holton Cabinet Secretary City of Farmington and Farmington Metropolitan Planning Organization 800 Municipal Drive Farmington, NM 87401 RE: Notice to proceed Commissioners Dear Ms. Holton: Ronald Schmeits Chairman District 4 This is your Work Authorization/Notice to Proceed with the tasks identified in your current UPWP/RWP. Reference the attached Purchase Order and the following information in the Dr. Kenneth White cover letter submitted with each reimbursement packet. Secretary District 1 • Contract/Cooperative Agreement No: D14782 • Project/Control No: P515110 David Sepich Commissioner • Vendor No: 54331 District 2 • Purchase Order No: • Authorized Amount/Project Total: $231,742 Keith Mortensen • Federal Amount: $198,000 Commissioner • Local Match Amount: $33,742 District 3 Butch Mathews Sincerely, Commissioner District 5 Jackson Gibson Commissioner District 6 Anne McLaughlin, Statewide Planning Bureau Chief Attachment: Purchase Order Copy: Richard Martinez Vanessa Ytuarte Geraldine Sanchez G e n e r a l O f f i c e P. O. B o x 1 1 4 9 S a n t a F e, N M 8 7 5 0 4 2 3 4  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #4 Subject: Status of TIP Projects Prepared by: Fran Fillerup, MPO Associate Planner Date: December 1, 2015 BACKGROUND  The STIP Protocols indicate that each MPO shall develop a process to monitor the progress and status of each project in the first two years of the TIP. These monthly reviews help correct inconsistencies in the TIP, STIP, the MPO’s MTP, Agreement Request Forms (ARFs), etc.  The next scheduled TIP Amendment cycle will begin in January 2016. CURRENT WORK  Staff will continue the monthly review of project status for projects in the TIP. This includes updates on NMDOT and local lead projects. Staff will work from the latest 2016-2021 TIP at the meeting. INFORMATION ITEM  This is an information item only. Committee members will have an opportunity to provide feedback regarding TIP project status and details. 5  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #5 Subject: Public Participation Plan Amendment Prepared by: Fran Fillerup, MPO Associate Planner Date: December 2, 2015 BACKGROUND  The current Public Participation Plan (PPP) was adopted on January 19, 2012.  The PPP needs to be reviewed and amended at least every five years.  Staff is proposing changes to the PPP.  Changing the public comment period to 15 days instead of the stated 30 days (see Page 14 of the current document)  NMDOT has recommended, and the other MPOs throughout the state have already adopted, a 15-day public comment period for most documents including TIP amendments.  A new TIP adoption would continue to have a 30-day comment period.  The 45-day public noticing requirement for the Public Participation Plan was begun on November 29, 2015.  At their November 19 meeting, the Policy Committee recommended the use of social media in MPO outreach efforts as well as developing a Citizens (Civic) Advisory Committee. ANTICIPATED WORK  Staff reviewed the PPP for additional needed changes.  Seek approval of the 30 day reduction to 15 day TIP amendment change to the PPP at the January 28, 2016 Policy Committee meeting.  Seek recommended approval of all the amendment to the PPP at a future Technical Committee meeting. ATTACHMENTS  The Public Participation Plan with proposed track changes will be sent as a separate attachment. DISCUSSION ITEM  This item is presented for review only. 6  MEMORANDUM TO: Technical Committee, Farmington MPO FROM: Fran Fillerup, MPO Associate Planner DATE: December 3, 2015 SUBJECT: Excerpt from Policy Committee Minutes of November 19, 2015 regarding Public Participation Plan Amendment Below is an excerpt from the draft minutes of the FMPO Policy Committee meeting of November 19, 2015. This excerpt is from the discussion on the Public Participation Plan Amendment. DISCUSSION: Mr. Wakan stated that the Public Participation Plan (PPP) was last approved in 2012 and approval of this amendment will be sought in January. Mr. Wakan reviewed the proposed changes to the PPP: • Integrate new technology to noticing requirements (sources and social media); • Update the list of committee voting members; • Change references from the previous federal transportation bill (SAFETEA-LU) to MAP-21 and identify the new goals and objectives; • Create maps to identify concentrations of seniors, define transit and other needs, make recommendations on how to meet those needs; • Consider broader use of social media: MPO follows City of Farmington guidelines so use of Facebook, Twitter, other is restricted. Councilor Duckett and Commission Eckstein commented that the Policy Committee had discussed this previously and recommended broader use of social media. Ms. Holton commented that the City of Farmington does allow the use of Facebook, but a Twitter account would have to be reviewed by the City Manager. The Committee discussed the MPO possibly piggy-backing on each entity’s site to provide an additional level of outreach. Councilor Duckett recommended that MPO set up their own account and then each city could share pertinent and relevant information on their own webpages. The Committee agreed that a stronger social media presence was important. Ms. Holton said that Staff would put together a comprehensive plan for a social media presence and then present it to the Committee for their approval. • Proposal to develop a Citizens Advisory Committee (CAC). This group would be made up of citizens from the region rather than from the engineers or planners from the cities. The MPO wants to involve any interested persons and those with broader backgrounds (seniors, 7  schools, public health) to provide their own recommendations to the Policy Committee. Mr. Wakan reported that some CACs use a hierarchy where they would first report to a technical body and then to the policy body, while others report directly to a policy board. The Policy Committee members agreed that a CAC sounded like a good idea and they recommended having the CAC report directly to them. Councilor Duckett and Rodgers thought this committee could also provide information to them as City Councilors. It was noted that being able to find individuals willing to serve on this type of committee would be a priority. Mr. Wakan said that many of the Complete Streets Advisory Group members want to continue being involved with transportation issues even after the Complete Streets design guidelines are completed. More information on a CAC will be forthcoming in January. • MTP – the 2040 MTP was recently update; • TIP call for projects – project ranking will be determined by the PPM; • Public comment period on TIP amendments – reduce the required 30-day comment period to 15 days. This change will allow more flexibility for NMDOT and the entities when requested amendments to projects especially with last minute changes. The Farmington MPO is the only MPO state-wide still using the 30-day period. Mr. Wakan stated that any amendments to the PPP require a 45-day comment period. This proposed amendment will be advertised beginning November 29 and will be brought back to both the Technical and Policy Committees in January for final input. Ms. Holton encouraged the members to provide any input to Staff now so that it can be incorporated into the amendment. The members reiterated the need for a greater MPO social media presence primarily on Facebook and to create a Citizens Advisory Committee. 8  FARMINGTON METROPOLITAN PLANNING ORGANIZATION Agenda Item #6 Subject: Information Items Prepared by: Fran Fillerup, MPO Planner Date: December 2, 2015 INFORMATION ITEMS a. MPO Quarterly. The MPO Quarterly will be held on December 14, 15, and 16 at the Mesilla Valley MPO in Las Cruces. b. Pedestrian Facility Design Course - there are three sessions the week of Dec. 14 in Las Cruces, Albuquerque, and Santa Fe. This class is highly recommended for T/LPA engineering/planning staffs who have received TAP funding. c. Transportation Bill Update – It is anticipated that Congress will pass a new Federal Transportation Bill shortly. d. Other 9  TC Draft Meeting Minutes November 5, 2015 MINUTES FARMINGTON METROPOLITAN PLANNING ORGANIZATION TECHNICAL COMMITTEE MEETING November 5, 2015 Technical Members Present: Bill Watson, City of Aztec Cindy Lopez, City of Farmington David Sypher, City of Farmington Andrew Montoya, Red Apple Transit Dave Keck, San Juan County Technical Members Absent: David Quintana, NMDOT District 5 Teresa Brevik, City of Bloomfield Staff Present: Mary Holton, MPO Officer Duane Wakan, MPO Planner June Markle, MPO Administrative Aide Staff Absent: Fran Fillerup, MPO Associate Planner Others Present: Bil Homka, Alternate, City of Aztec Brian Degani, Planning Liaison, NMDOT (via phone) Larry Hathaway, Alternate, San Juan County 1. CALL TO ORDER Mr. Sypher called the meeting to order at 10:05 a.m. 2. APPROVE THE MINUTES FROM THE OCTOBER 8, 2015 JOINT TECHNICAL COMMITTEE & NMDOT MEETING Mr. Keck moved to approve the minutes from the October 8, 2015 Joint Technical Committee and NMDOT meeting. Ms. Lopez seconded the motion. The motion was passed unanimously. 3. AMENDMENT #1 TO THE FFY2016-2021 TRANSPORTATION IMPROVEMENT PROGRAM (TIP) Subject: FFY2014-2019 TIP Amendment #1 Prepared by: Duane Wakan, MPO Planner Date: October 29, 2015 BACKGROUND  On October 21, 2015 the Farmington MPO advertised Amendment #1 to the 10  TC Draft Meeting Minutes November 5, 2015 FFY2016-2021 Transportation Improvement Program (TIP).  The amendment involves several projects in the TIP as described in the attached notice.  The Technical Committee will consider the amendment and may make a recommendation at their meeting on November 5. AMENDED TIP PROJECTS  US 64 Phase IV - (CN F100110) – At the request of NMDOT, delete this project from the TIP/STIP as it was able to be constructed using FY 2015 funds.  US 64 Phase V - (CN F100112) – At the request of NMDOT, amend FY 2017 funding from $4,240,116 in NHPP while adding $5,800,000 in State Severance Tax funds. Also, reduces FY 2018 NHPP funding from $7,059,081 to $6,343,676.  US 64 Phase VI – (CNF100113) – At the request of NMDOT, removed $1,123,797 in STP Sm Urban funds in 2019 to be replaced with $5,980,800 in NHPP funds in FY 2020.  NM 173 – (CN F100170) – At the request of NMDOT, adds an additional $2,880,000 in HSIP funds in FY 2016 and adjust the termini from MP 2.0 to MP 4.5.  Vereda del Rio San Juan River Trail Phase II – (CN F100230) – At the request of the City of Bloomfield, add $189,465 in Local Non-Match funds in FY 2016.  Vereda del Rio San Juan River Trail Phase III – (CN F100231) – At the request of the City of Bloomfield, add $115,135 in Local Non-Match funds in FY 2016.  Red Apple Transit Bus Route Accessibility – (CN TF00010) – At the request of the City of Farmington, amend this project’s management from Federal Highway Administration to Federal Transit Administration. ACTION ITEM  Staff recommends the approval of Amendment #1. DISCUSSION: Mr. Wakan reviewed the projects in Amendment #1 to the FFY2016-2021 TIP: US 64 - Phase IV NMDOT requested that this project be deleted from the TIP as it has already received construction funds and this project is moving forward. US 64 – Phase V NMDOT requested that the NHPP funds be removed from FY2017 and replaced with state severance tax funds. Also requested was to reduce the FY2018 NHPP funds from $7,059,081 to $6,343,676. The project funding remains the same overall. US 64 – Phase VI NMDOT requested the removal of $1,123,797 in STP Small Urban funds (2019) which will be replaced with $5,980,800 in NHPP funds in 2020. NM 173 At the request of NMDOT, adds an additional $2,880,000 in HSIP funds in FY 2016 and adjusts the termini from MP 2.0 to MP 4.5. 11  TC Draft Meeting Minutes November 5, 2015 Vereda del Rio San Juan River Trail – Phase II The City of Bloomfield requested to add $189,465 in Local Non-Match funds in FY 2016 to complete this phase of the project. Vereda del Rio San Juan River Trail – Phase III The City of Bloomfield also requested to add $114,135 in Local Non-Match funds in FY2016 to complete this phase. Red Apple Transit Bus Route Accessibility This request came from the City of Farmington to move the TAP funding management from Federal Highway Administration to Federal Transit Administration. Mr. Sypher opened the public hearing. There being no comments, Mr. Sypher closed the public hearing. ACTION: Ms. Lopez moved to recommend approval of Amendment #1 to the FFY2016- 2021 TIP. Mr. Watson seconded the motion. The motion was approved unanimously. 4. RECEIVE A TIP PROJECT STATUS UPDATE Subject: Status of TIP Projects Prepared by: Duane Wakan, MPO Planner Date: October 29, 2015 BACKGROUND  The STIP Protocols, finalized in early 2014, indicate that each MPO shall develop a process to monitor the progress and status of each project in the first two years of the TIP. These monthly reviews help correct inconsistencies in the TIP, STIP, the MPO’s MTP, Agreement Request Forms (ARFs), etc.  The next scheduled TIP Amendment cycle will begin in January 2016. CURRENT WORK  Staff will continue the monthly review of project status for projects in the TIP. This includes updates on NMDOT and local lead projects. Staff will work from the latest 2016-2021 TIP at the meeting. INFORMATION ITEM  This is an information item only. Committee members will have an opportunity to provide feedback regarding TIP project status and details. 12  TC Draft Meeting Minutes November 5, 2015 DISCUSSION: Mr. Wakan asked the Technical Committee members if they would provide updates to their projects in the FFY2016-2021 TIP. East Arterial Route – Phase II – no update from Mr. Watson. East Pinon Hills Extension – Phase I – Mr. Sypher reported that all the right-of-way affidavits have been submitted. The City of Farmington was able to locate some appraisals which may eliminate the need the any additional appraisals. They are awaiting the review from NMDOT’s right-of-way division. East Pinon Hills Extension – Phase II – Mr. Sypher reported that the next step will be design which is planned for FY 2017 and is based on receiving a CMAQ grant. No word has been received on the grant. East Pinon Hills Extension – Phase III – Mr. Keck stated that the County is in the process of getting the rights-of-way approved with NMDOT’s right-of-way division. They still hope to begin construction next spring and finish the phase next fall. CR 350/390 – Mr. Keck reported that the County is close to getting the project certifications. Construction is planned for the spring of 2016 and is anticipated to be a 60-day project. Kirtland Walk Path – Mr. Keck reported they are waiting for the agreements from NMDOT and will then start the design. Red Apple Transit – no update from Mr. Montoya. ACTION: The projects were updated and the report received. 5. RECEIVE A REPORT ON AN AMENDMENT TO THE FFY2015-2015 UNIFIED PLANNING WORK PROGRAM (UPWP) Subject: FFY2015-2016 UPWP Amendment Prepared by: Duane Wakan, MPO Planner Date: October 29, 2015 BACKGROUND  The MPO maintains a Unified Planning Work Program which sets forth the tasks the MPO will undertake in a fiscal year.  In 2014, the MPOs in the state converted to using UPWP covering two fiscal years. The current UPWP covers FFY 2015 and 2016.  The recently adopted 2040 MTP identifies tasks which the MPO will undertake and which need to be reflected in the UPWP.  FHWA has provided direction on other work to be added to the UPWP. 13  TC Draft Meeting Minutes November 5, 2015 CURRENT WORK and ATTACHMENTS  MPO staff has prepared draft amendments to the UPWP for FFY 2016. The proposed changes are in a “track changes” document which will be provided separately. Attached is Chapter 14, Implementation Plan, from the 2040 MTP and a FHWA letter on areas of emphasis.  Dollar amounts under each task have not been adjusted at this time. This item will be presented again in January, and dollar amounts will be re-allocated as needed. INFORMATION and DISCUSSION  The draft changes to the FFY 2016 UPWP are being presented for information and discussion by the Technical Committee. DISCUSSION: Mr. Wakan reported that the Unified Planning Work Program (UPWP) outlines the work for the MPO for the fiscal year. Staff has reviewed the UPWP and has made some updates and included some recommendations for changes from FHWA. Mr. Wakan reviewed the proposed changes to the UPWP: Membership – minor revisions to the list of Committee members and Staff Title VI Plan – this is ongoing. Staff plans to develop some demographic and environmental justice mapping to show the ability to accommodate all modes of travel. Update Public Participation Plan – more information on these changes in Agenda Item #6. The MPO needs to increase its outreach and provide regional models of cooperation (i.e.: Shiprock, Blanco). Project Coordination – NMDOT has requested the MPO to increase their project coordination with local governments, NMDOT, and other agencies. The UPWP needs to include language to cover these responsibilities and the Staff time required. With funding so tight and the additional Staff time necessary to perform this type of project oversight, additional funding from NMDOT will need to be sought. TIP Development – the TIP will be updated as needed. Project Prioritization Process – this is new for the TIP and any new projects being added to the TIP will need to follow this process. New Activity – Staff would like to begin developing some scenario planning. This entails the coordination of land use and transportation to illustrate to developers and the public a development pattern and the potential impact on GRT. This will entail gathering GIS data from across the region and putting that information into a model. The software for this has already been purchased, but some GIS modeling training will be needed. Staff recommends establishing a steering committee, and then beginning to gather information and do some public outreach to see how development and transportation can be informed and influenced going forward. 14  TC Draft Meeting Minutes November 5, 2015 Performance Measures – this process will begin this year. Staff is looking at projects in the region and what data can be gathered. NMDOT has not yet provided the detailed guidelines on performance measures, but more guidance on these and the methodology is expected to be made available at the MPO Quarterly in December. Staff will look to the Technical Committee members for internal data that may be useful for measuring performance. Safe Routes to School (SRTS) – Staff will continue to facilitate SRTS. This work is currently mainly within the City of Farmington, but with the new Kirtland walk path project, other entities have requested SRTS assistance and information on how to fund their own coordinator. Staff would like to see this program become more regional in nature. Bike/Ped Facilities – Staff will begin inventorying the bike and pedestrian facilities in the region and highlight the gaps in sidewalks, bike lanes, etc. Staff wants to track facilities over the past several years and these will become part of performance measures as well. Red Apple Transit – Staff will continue to assist with collecting ridership data and ensuring the most accurate reports are received from Ride Right. In the future, this information will be integrated into the travel demand model. The MPO may help fund some RAT ridership studies in the future. Corridor & Alignment Study – with tight funding in 2016, Staff does not foresee much funding available for a consultant for this type of study. The Technical Committee discussed the potential need for this type of study, the costs, and possible timing of beginning this type of study. This discussion is summarized below:  The need for this study is not pressing;  The push for this study came from the City of Aztec because they did not want a six-lane east/west road running through Aztec; NMDOT has no immediate plans to change NM 516;  MPO has only $70,000 in consultant fees identified for 2016; some of this has already been allocated to the transit hub study and traffic counts. The MPO would like to use additional funds for consultants to help with developing the safety plan and GIS modeling. FTA 5303 funding will be allowed to be carried over to 2016.  A corridor study would require at least $250,000 in funding;  Nothing urgent in terms of capacity, but need to determine when it would be applicable and then determine when the study would have to begin (Pinon Hills Boulevard extension was a 30-year process from concept to construction completion);  A corridor study evaluates and studies different potential alignments with construction costs being the main consideration in site selection;  This type of study will take time and will be a lengthy process – impact statement will be required and if needed in 30 years, need to consider getting started soon; 15  TC Draft Meeting Minutes November 5, 2015  If the MPO were to take the lead on this study will need to budget sufficient funding. With anticipated costs for a study of this type being at least $250,000, participation by the local entities could likely be considered;  With the number of large local projects already ongoing, could consider waiting until 2020 when these projects are completed before taking on a corridor study. Safety Plan – It has been demonstrated that having a safety plan provides for advantageous funding opportunities through the HSIP program. Having a safety plan would put the MPO in a stronger competitive situation for funding with the other MPOs. Mr. Sypher asked if Staff would resend a red lined version of the UPWP to the Technical Committee members for their review. Ms. Holton clarified that this document would come back to the Technical Committee in January for another review and recommendation before being taken before the Policy Committee. ACTION: The report was received. 6. RECEIVE A REPORT ON AMENDING THE PUBLIC PARTICIPATION PLAN Subject: Public Participation Plan Amendment Prepared by: Duane Wakan, MPO Planner Date: October 29, 2015 BACKGROUND  The current Public Participation Plan (PPP) was adopted on January 19, 2012.  The PPP needs to be reviewed and amended at least every five years.  Staff is proposing changes to the PPP.  Changing the public comment period to 15 days instead of the stated 30 days (see Page 14 of the current document)  NMDOT has recommended, and the other MPOs throughout the state have already adopted, a 15-day public comment period for most documents including TIP amendments.  A new TIP adoption would continue to have a 30-day comment period.  On November 29, 2015 the Farmington MPO will advertised the amendments to comply with the 45-day public noticing requirements in the Public Participation Plan. DISCUSSION ITEM  This item is presented for review only. 16  TC Draft Meeting Minutes November 5, 2015 DISCUSSION: Mr. Wakan explained that the Public Participation Plan (PPP) was being presented for a preliminary review today. Staff hopes to have the proposed changes approved in January. Mr. Wakan reviewed the PPP: The PPP was last adopted in 2012 and this plan guides the MPO’s tasks in conducting public outreach and in advertising requirements; The Committee structure needs to be updated to include NMDOT representation on both the Policy and Technical Committees; Updates to the planning factors need to be changed from SAFETEA-LU to MAP-21; TIP Advertising – will continue to open a 30-day public review period as it relates to new TIP Developments which occur bi-annually; Environmental Justice – this section needs updated mapping in the region to look at low income areas and language barriers to help anticipate environmental justice issues when transportation projects are developed; Newsletter – published maybe three times per year rather than quarterly; Social media – the MPO currently follows the City of Farmington’s social media requirements and restrictions. Other MPOs are using expanded options in order to get more public engagement; Citizens Advisory Committee – this is a preliminary idea for establishing a committee that would be led by citizens and would provide input to planning transportation projects. This group would be similar to the Complete Streets Advisory Group. Project Prioritization Process – this new process that will be used in the development of the TIP needs to incorporated into the PPP; Public Comment Periods - reduce public comment periods for TIP amendments from 30 days to 15 days. This will align better with other MPOs across the state who all use the 15 days for their comment periods. This change will also help with last minute changes from NMDOT which with the current 30-day comment period, the MPO is unable to accommodate. Mr. Wakan reported that to meet the 45-day public comment period these changes will need to be advertised no later than December 13 to seek approval in January. ACTION: The report was received. 17  TC Draft Meeting Minutes November 5, 2015 7. REVIEW THE PROPOSED MEETING CALENDAR FOR 2016 Subject: 2016 Annual Meeting Schedule Prepared by: Duane Wakan, MPO Planner Date: October 29, 2015 BACKGROUND  Each year the Technical Committee approves a resolution ensuring compliance with the open meetings act and establishes its meeting schedule for the coming year.  Based on recent amendments in the MPO Bylaws and Joint Powers Agreement, NMDOT will be a voting member on the TC and PC boards.  NMDOT’s ability to attend TC meetings on the 2nd Thursday of the month is hampered due to conflicting district meetings. CURRENT WORK  Staff will present a proposed meeting schedule for discussion with the Technical Committee.  It is suggested that the Technical Committee hold regular monthly meetings during 2016.  NMDOT requested a change in meeting dates to better accommodate their participation in person.  The proposed 2016 meeting schedule moves the meetings from the 2nd Thursday to the 2nd Wednesday of each month at 10:00 a.m. and rotating among the entities. Tuesdays were considered but are not ideal as entity commission and council meetings usually happen on those days.  Formal action to adopt the meeting schedule and resolution will be done in December. INFORMATION ITEM  Review the proposed 2016 meeting schedule for the Technical Committee. DISCUSSION: Mr. Wakan stated that Mr. David Quintana with NMDOT District 5 had reported conflicts with his attendance at the Technical Committee meetings held on the second Thursday of each month. In order to better meet his schedule and facilitate more consistent attendance, the 2016 meeting schedule has changed the meeting dates to the second Wednesday of each month (draft schedule shown on Page 18 of the Agenda). 18  * PROPOSED * FARMINGTON METROPOLITAN PLANNING ORGANIZATION 2016 Regular Meeting Schedule TECHNICAL COMMITTEE All meetings will be held at 10:00 am at the locations listed below MPO will seek final approval to TIP Amendments in the months highlighted below. Date Location January 13, 2016 Executive Conference Room Farmington Farmington Municipal Building 800 Municipal Drive February 10, 2016 Commission Chambers Aztec Aztec City Hall 201 W. Chaco Street March 9, 2016 City Council Chambers Bloomfield Bloomfield City Hall 915 N. First Street April 13, 2016 Commission Chambers San Juan County San Juan County Administrative Bldg. 100 S. Oliver Street May 11, 2016 Executive Conference Room Farmington Farmington Municipal Building 800 Municipal Drive June 8, 2016 City Council Chambers Bloomfield Bloomfield City Hall 915 N. First Street July 13, 2016 Commission Chambers Aztec Aztec City Hall 201 W. Chaco Street August 10, 2016 Executive Conference Room Farmington Farmington Municipal Building 800 Municipal Drive September 14, 2016 City Council Chambers Bloomfield Bloomfield City Hall 915 N. First Street October 12, 2016 Commission Chambers San Juan County San Juan County Administrative Bldg. 100 S. Oliver Street November 9, 2016 Commission Chambers Aztec Aztec City Hall 201 W. Chaco Street December 14, 2016 Executive Conference Room Farmington Farmington Municipal Building 800 Municipal Drive 19 Mr. Wakan stated that the highlighted months on the schedule were the months in which TIP amendments are performed. Mr. Sypher asked if the Technical Committee had any concerns with the proposed schedule and if they wanted additional time to consider the dates. Those members present thought the schedule was good and that it was important to make the change to accommodate attendance by the NMDOT representatives. ACTION: Ms. Lopez moved to approve the 2016 Regular Meeting Schedule. Mr. Keck seconded the motion. The motion was passed unanimously. 8. REVIEW AND CONSIDER RECOMMENDING APPROVAL OF THE 2015 FALL WEEKDAY TRAFFIC COUNT LIST Subject: 2015 Fall Traffic Counts Prepared by: Duane Wakan, MPO Planner Date: October 29, 2015 BACKGROUND  The MPO conducts traffic counts at locations throughout the MPO area twice a year, on a rotating basis such that each location is counted every three years. Counts are posted to a web-based map with a link from the MPO website.  The MPO collects directional volume counts at most count locations, and speed and vehicle classification at select locations. CURRENT WORK  This fall, 44 locations will be counted, 16 of which will count speed and vehicle classification. The table and map of the locations are attached. RECOMMENDATION  The 2015 Fall Traffic Count list is presented for recommendation, and will be forwarded to the Policy Committee. DISCUSSION: Mr. Wakan reviewed the list of scheduled fall traffic counts. The list of the locations and a map of the region showing the exact locations were found on Pages 20 & 21 of the Agenda. He asked the Technical Committee members to review the list and to let Staff know of any maintenance or construction issues with any count location. Mr. Wakan said the tentative schedule for the traffic counts were for November 10, 11, and 12. Counts are typically not taken on a holiday (November 11 is Veterans’ Day) or on Mondays or Fridays, but the consultant had some scheduling conflicts with 20 getting the counts done quickly on any other week. Mr. Sypher thought that if a count taken on the holiday would give an erroneous count, it was important to ask the consultant to schedule the MPO on a different week. Other Technical Committee members agreed with this. Mr. Wakan said he would follow up with the consultant and see about getting a different week for the counts. Mr. Sypher asked if the list followed the normal three- year rotation for counts. Mr. Wakan said the rotation of counts had not been changed. ACTION: The report was received. 9. NMDOT REPORTS Brian Degani – Planning Division Update Mr. Degani participated in the meeting by telephone and also provided the following written report on the Planning Division activities: NMDOT Asset Management Planning Division will be rolling over MPO FFY15 balances for FFY16. The FMPO will have to request a rollover of any remaining FFY15 funding into FFY16 and will have to amend their FFY15-FFY16 UPWP accordingly. Tribal/Local Planning Agencies (T/LPAs) Per NMDOT Project Oversight Department (POD), important deadlines for T/LPA projects: 1) March 15 for signed (by entities) agreements to be returned to NMDOT. Design agreements will be executed and funds obligated. Construction agreements will be held for execution pending PSE (9- day letter requirements). 2) June 15th is the obligation deadline. In most cases this would be when the 9-day letter. Upcoming Meetings/Trainings/Timelines  The Pedestrian and Bicycle Information Center (PBIC) is offering a webinar series on pedestrian safety countermeasures. Since NM and Albuquerque are a focus state and city, respectively, due to our high numbers of per capita pedestrian fatalities, these strategies are very relevant. Registration is FREE. It’s a 12 part webinar series, running from Oct. 2015 to Jan. 2016. Info and registration: http://www.pedbikeinfo.org/training/webinars_PSAP_countermeasurestra tegies.cfm  The T/LPA Semi-Annual Training of the Federal and State Inception to Completion for a Successful Project is taking place this week from November 3-5, 2015 in Albuquerque. Contact Mary Eloise Martinez at (505) 827-5273 for registration information. FTA published the Transit Asset Management Plan NPRM and the PDF has a 60 day comment period (comments are due to FTA by November 30, 2015). Dave Harris is the lead for NMDOT comments, so please copy him on any comments your agencies submit. Docket Number: FTA–2014–0020 Website: 21  http://www.regulations.gov/#!documentDetail;D=FTAFRDOC0001-0595 Due Date: Nov. 30, 2015 Reminder: FHWA-HQ Office of Freight Management and Operations (HOFM) MPO Freight Program Assessments are due to Paul by November 30, 2015. He sent out an email regarding this on October 13, 2015. The intent of these reviews is the following:  For State DOTs/MPOs to define what they are doing relative to freight transportation.  To help FHWA, States and local entities identify potential gaps in freight planning and programs  To enable FHWA to focus resources to advance freight transportation. Mr. Degani reported that the Planning Division would be rolling over the remaining PL funding balances to FFY2016. He has processed for payment this week the 4th Quarter FFY2015 reimbursement package. The MPO will need to submit a request to roll over any remaining FFY2015 funding balances and will also need to amend the FFY2015- 2016 UPWP. Mr. Degani noted that the PPP amendment and the UPWP amendments can be simultaneously if desired. Mr. Degani reviewed the important deadlines for Tribal/Local Planning Agencies (T/LPA) projects noted above. Mr. Degani reminded all that the MPO Freight Program Assessments are due to Paul Sittig by November 30. The intent of these reviews is to define what NMDOT does for freight transportation and identify gaps in freight planning programs and activities. It also enables FHWA to focus resources for advance freight transportation needs. More discussions and information on this will take place during the MPO Quarterly in December. Mr. Degani also noted the upcoming joint NMDOT and MPO Technical Committee meeting in December in Bloomfield. Mr. Sypher thanked Mr. Degani for his consistent attendance and participation in the Technical Committee meetings. David Quintana – District 5 Update Mr. Quintana was on vacation and unable to attend the meeting. 10. INFORMATION ITEMS Subject: Information Items Prepared by: Duane Wakan, MPO Planner Date: October 29, 2015 22  INFORMATION ITEMS a. Upcoming Training: T/LPA Semi-Annual Training – State and Federal Inception to Completion for a Successful Project. Mr. Fillerup is attending this two and one-half day training in Albuquerque. b. MPO Quarterly. The MPO Quarterly will be held on December 14 and 15 at the Mesilla Valley MPO in Las Cruces. c. Joint MPO & NMDOT Meeting. The next joint Technical Committee and NMDOT meeting is scheduled for December 10 in Bloomfield. d. Data Needs for NMDOT Collaboration. Staff is working with NMDOT on asset management and other data collection efforts and more details on local participation will be known prior to the MPO Quarterly. e. Other. DISCUSSION: Mr. Fillerup is attending the T/LPA training in Albuquerque. The MPO Quarterly is scheduled for the Mesilla Valley MPO in Las Cruces on December 14 and 15. The next joint MPO and NMDOT meeting will be on December 10 in Bloomfield. Invitations will be sent out to District 5 and the Planning Division. The data needs for NMDOT collaboration were previously discussed. Mr. Wakan reported that Staff had requested to be notified when design reviews and public meetings were held on US 64 project phases. A recent 30% review of Phase V of the project (F100112) was held in Santa Fe and Staff was not notified of this meeting. NMDOT is now moving forward with the 60% plan and there are no multi-modal facilities in their current 60% plan. Mr. Wakan said that Staff was informed that once the 60% plan is in place, it is very difficult to make recommendation for changes that might be meaningful and potentially redirect the plan. Mr. Wakan asked if the Technical Committee would like to see NMDOT come to San Juan County and hold a public meeting here to receive local input rather than in Santa Fe. Ms. Holton added that the MPO is considering making this request of NMDOT, but having the Technical Committee’s support and consensus would add weight to the request. The Technical Committee members thought this was a positive thing especially since they had not notified us of the 30% review meeting. Mr. Sypher said that this could possibly be part of the joint meeting with NMDOT on December 10. Mr. Wakan said he would propose this, but it would ultimately be based on their public noticing requirements for the plan review. 23 11. BUSINESS FROM THE CHAIRMAN, MEMBERS AND STAFF There was no business from the Chairman, Members and Staff. 12. BUSINESS FROM THE FLOOR There was no business from the Floor. 13. ADJOURNMENT Mr. Sypher adjourned the meeting at 11:08 ___________________________ ___________________________ David Sypher, Chair June Markle, Administrative Aide 24